Welcome to Fleet Management

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Emery Heath
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1 Welcome to Fleet Management iworq is designed so you can customize the software to meet your Fleet Management needs. This guide was created to help you start performing common tasks in the Fleet Management system through step-by-step explanations and screenshots. For additional help or questions, please call technical support at TECHNICAL SUPPORT AND TRAINING IS ALWAYS FREE!

2 Table of Contents Managing Your Fleet... 3 Adding to the Fleet The Fleet Information Interface Viewing and Editing Your Preferences Search Fleet and Saved Search Work Orders... 7 Managing and Searching Work Orders Adding Maintenance Types Adding Maintenance Categories Adding Maintenance Statuses Schedule The Schedule Dashboard Schedule Templates Parts Managing Parts Adding Parts Inventory Details Adding Part Categories Employees Adding an Employee Adding an Employee Category Fuel Adding Fuel Usage Adding Fuel Types Data Fields Adding Fields Editing and Deleting Fields Reordering Fields Creating Reports Building a Report Designing a Report Selecting Report Criteria Exporting a Report Report Interface Customizing Your Preferences Page 2

Adding to the Fleet Managing Your Fleet This page displays all the vehicles that are in your system. Here is where you add to the fleet, edit existing vehicles, and manage the fleet.

3 Adding to the Fleet Managing Your Fleet This page displays all the vehicles that are in your system. Here is where you add to the fleet, edit existing vehicles, and manage the fleet. Click the Fleet Dashboard tab located near the top left of the screen. Click the Add to Fleet button located in the submenu beneath the tabs. A new window will open. 3. Fill out the vehicle information. This can be changed later if necessary Click the Add To Fleet button at the top-right of the screen. Repeat steps 2 4 to add additional fleet vehicles. NOTE To add additional fields or items to the drop down menus see page 19. NOTE Once the vehicle is added, more features become available; such as Fleet Info, Create Work Order, Notes, Etc. Page 3

The Fleet Information Interface Each vehicle is assigned an automatic number, which is displayed here. The History button shows a record of every change made to the vehicle, who changed it, and when.

4 The Fleet Information Interface Each vehicle is assigned an automatic number, which is displayed here. The History button shows a record of every change made to the vehicle, who changed it, and when. The Save button saves your changes. If you do not click save before closing the window, no changes will be made. The Work Order button allows you to the order to employees. The Schedule Maintenance button allows you to schedule maintenance for this specific vehicle. The Copy Fleet Info button creates a copy of the vehicle information, assigns it a new number, and immediately displays the new fleet. The Assign Parts button allows you to assign specific parts to be used on the vehicle. The Print Fleet Info button allows you to print all the data recorded with the vehicle. The Enter Fuel Usage button allows you to add the amount, cost, and type of fuel put into the vehicle on a certain date. The Create Work Order button creates a work order on that specific vehicle. The data surrounded in dotted yellow is secondary data, and is added by using the buttons at the right of the case information. NOTE Your pop-up blocker must allow pop-ups from iworq or many of these buttons will not work. The Notes button allows you to add any additional information about the vehicle. The Upload File button allows you to attach pdf, jpeg, word, excel, and other files to the permit. The maximum file size is 3MG. Jpeg files are automatically compressed. Page 4

Viewing and Editing Your Preferences Each user has personal Viewing Preferences. These unique preferences are automatically loaded every time you log in.

5 Viewing and Editing Your Preferences Each user has personal Viewing Preferences. These unique preferences are automatically loaded every time you log in. Click the Fleet Dashboard tab located near the top left of the screen. Click Edit Preferences under the Tools section on the right side of the screen. A separate window will open. 3. In the new window, check the boxes next to the information that you want to view. 4. Press Save Preferences once you have picked your desired format. The Search Results screen will reload showing the information Page 5

6 Search Fleet The search feature in Fleet Management is extremely flexible. You can search by nearly every data field in your application. The following steps will guide you through executing an advanced search. NOTE Each of the tabs in Fleet Management has search criteria that aren t included in the advanced search. Under the Fleet Dashboard tab click on Search Fleet. A new window will open. You can search all fleet vehicles by any criteria listed in the Search window. Once you have selected the desired criteria, press the Search button at the top of the window. Saved Search If you will be searching the same criteria often, there is a Saved Search option. Once you have selected your desired search criteria in the Search window, press Save Search at the bottom of the window. To the left of the Save Search button is a field to name your saved search. Saved Searches will allow you to run reports on certain fleet vehicles. For example, if you want to run a report on only the In-Shop vehicles, you can create a Saved Search for those vehicles and use it in the report To manage your Saved Searches, click Saved Searches under the Fleet Dashboard A new window will open. From here you can delete a Saved Search by pressing Delete Saved Search, or open a specific saved Search by pressing Open Saved Page 6

7 Work Orders This page shows a list of all the work orders that have been made for vehicles in your fleet. Managing and Searching Work Orders Under the Work Orders tab, the Work Order History will list all work orders made for the fleet. Near the top right corner under Tools is the Edit Preferences button. This is the same as under the Fleet Dashboard tab (see page 5). The Search Work Orders button works the same as Search Fleet under the Fleet Dashboard tab. Similarly, the Open Saved Search button is equivalent to the Saved Searches button under Fleet Dashboard. The difference is these features are specifically for work orders associated with the fleet. Page 7

Adding Maintenance Types Under the Work Orders tab, press the Maintenance Types

4. To edit or delete an existing Maintenance Type, press the View Info button

8 Adding Maintenance Types Under the Work Orders tab, press the Maintenance Types button. In the upper left corner press Add Maintenance Type. A new window will open. In the new window, enter the new maintenance type information and press Add To edit or delete an existing Maintenance Type, press the View Info button to the far right of the type you would like to change. A new window will open. In the new window, enter the changes and press Save or press Delete. Page 8

Adding Maintenance Categories Under the Work Orders tab, press the Maintenance Category button. In the upper left corner press Add Maintenance Type Category. A new window will open.

9 Adding Maintenance Categories Under the Work Orders tab, press the Maintenance Category button. In the upper left corner press Add Maintenance Type Category. A new window will open. In the new window, enter the new maintenance type category and press Add To edit or delete an existing Maintenance Type Category, press the Edit button to the far right of the category you would like to change. A new window will open. In the new window, enter the changes and press Save or press Delete. Page 9

In the new window, enter the new maintenance status and press Add. 3. 4.

10 Adding Maintenance Statuses Under the Work Orders tab, press the Maintenance Status button. In the upper left corner press Add Maintenance Status. A new window will open. In the new window, enter the new maintenance status and press Add To edit or delete an existing Maintenance Status, press the Edit button to the far right of the status you would like to change. A new window will open. In the new window, enter the changes and press Save or press Delete. Page 10

The Schedule Dashboard Schedule This page shows a list of the scheduled maintenance for every vehicle in your fleet. Maintenance can be scheduled by date, mileage, or hours.

We will review the features of the Date table; however, the three tables are the same so the information applies to all.

11 The Schedule Dashboard Schedule This page shows a list of the scheduled maintenance for every vehicle in your fleet. Maintenance can be scheduled by date, mileage, or hours. Under the Schedule tab, press Schedule Dashboard. There will be three tables on the screen one for maintenance by date, by mileage, and by hours. We will review the features of the Date table; however, the three tables are the same so the information applies to all. The View Info button opens up the Fleet Information Interface to edit or delete any information. 3. The Add WO button opens a new window to create a work order for the scheduled maintenance. Schedule Templates Press the Schedule button under the Schedule tab. This page lists all the Fleet Maintenance Schedules. By pressing Edit Schedule, you have the option to delete the maintenance by pressing Delete or editing when the schedule will take place. Press Save when done. Press Create WO to open a new window to create a work order for that scheduled maintenance. Page 11

Parts Managing Parts This page shows a list of the parts that are entered into your system. On the Parts page under the Parts tab, a list of all parts in your system will show.

12 Parts Managing Parts This page shows a list of the parts that are entered into your system. On the Parts page under the Parts tab, a list of all parts in your system will show. From this screen you can add a new part, edit existing parts, and view the inventory details. Press the Edit button to edit or delete a part. A new window will open listing all information on the part. Press Save when done with the necessary changes or Delete to delete the part. NOTE When editing a part, the bottom field is the Notification Quantity. By entering a number in this field, you will be automatically notified on the Parts Dashboard when your inventory drops to this number. Page 12

Adding Parts Press the Add Part button in the upper right corner of the Parts

Inventory Details The Edit button opens a new window to edit purchase

The Add buttons allow you to add times parts were used or bought for inventory

13 Adding Parts Press the Add Part button in the upper right corner of the Parts List. Enter the part information and press Add. Inventory Details The Edit button opens a new window to edit purchase information. You can also delete a purchase from here. The Add buttons allow you to add times parts were used or bought for inventory purposes. The Assign button allows you to assign particular vehicles to this part. This helps to track which parts are used for inventory purposes. Page 13

In the new window, enter the new part category and press Add. 3.

14 Adding Part Categories Under the Parts tab, press the Category button. In the upper left corner press Add Part Category. A new window will open. In the new window, enter the new part category and press Add. 3. To edit or delete an existing Part Category, press the Edit button to the far right of the category you would like to change. A new window will open. 4. In the new window, enter the changes and press Save or press Delete. Page 14

Employees This page shows a list of the employees who are entered into your application.

The email is only necessary for employees who will be receiving their work orders via email. A new window will open.

To edit or delete an employee, press the Edit button to the right of the intended employee.

15 Employees This page shows a list of the employees who are entered into your application. Adding an Employee NOTE Under the Employee tab, press Add Employee in the upper left corner of the screen. The is only necessary for employees who will be receiving their work orders via . A new window will open. Fill out the employee information. Click Add when finished. NOTE 3. To edit or delete an employee, press the Edit button to the right of the intended employee. In the new window, press Delete or make any desired changes and press Save. You cannot delete an employee who has work orders attached to them. Instead, list them as In- Active (the last field in the edit window). Page 15

Adding an Employee Category Under the Employee tab, press Add

A new window will open. Enter the new category and click Add.

button to the right of the intended category. 4.

16 Adding an Employee Category Under the Employee tab, press Add Employee Category in the upper left corner of the screen. A new window will open. Enter the new category and click Add. 3. To edit or delete an employee category, press the Edit button to the right of the intended category. 4. In the new window, press Delete or enter the new category name and press Save. Page 16

Adding Fuel Usage Fuel This page shows a list of fuel usage for each vehicle. On the Fuel Usage History submenu under the Fuel tab, the left table will list all past fuel usage entries.

Adding Fuel Type Under the Fuel tab, press Fuel Type. In the upper left corner press the Add Fuel Type button. A new window will open. Enter the new fuel type and press Add. 3.

17 Adding Fuel Usage Fuel This page shows a list of fuel usage for each vehicle. On the Fuel Usage History submenu under the Fuel tab, the left table will list all past fuel usage entries. The right table allows you to enter fuel usage information. Enter all required information and press Add Fuel Usage. You can add fuel usage for many vehicles at one time. Adding Fuel Type Under the Fuel tab, press Fuel Type. In the upper left corner press the Add Fuel Type button. A new window will open. Enter the new fuel type and press Add. 3. To edit or delete existing fuel types, press the Edit button to the right of the type you want to edit or delete. 4. A new window will open. Press Delete or make the necessary changes and press Save. Page 17

18 Importing Fuel Use Data iworq provides an import service included with your application. The files from your fuel vendor need to be comma-, tab-, or space-delimited to be compatible. Under the Fuel tab, click the Import Fuel Data button. Click the Browse button. Select the correct file and press Open. Then click Import. 3. The imported files will appear under the Fuel Usage History button in the left table. The imported file will show how many entries were listed and how many of them were unread (due to unmatched data, etc.). 4. To undo the import, or delete the fuel records, press Undo to the right of the file you would like to delete. Press View to the right of Undo to see a detailed list of all fuel usage found in that import. Page 18

Adding Fields Data Fields iworq is fully customizable to your fleet management needs.

You can add data fields to In the top left corner of the screen you can add a Numeric, your fleet information under Lookup, Text, or Date Field.

Numeric Field Accepts numbers and decimals only Text Field Accepts text, symbols, and numbers Date Field Accepts numbers formatted as dates The number of decimal places that

Look-up Field Creates a drop down box Click Add Field to create a new text field This text automatically appears in the field when a new case is created.

19 Adding Fields Data Fields iworq is fully customizable to your fleet management needs. The following steps will explain how to edit your data fields to create just what you need. You can add data fields to In the top left corner of the screen you can add a Numeric, your fleet information under Lookup, Text, or Date Field. Click on which field type you the Fields tab. want to add. The screenshots below explain each type. Numeric Field Accepts numbers and decimals only Text Field Accepts text, symbols, and numbers Date Field Accepts numbers formatted as dates The number of decimal places that will be shown Click Add Field to create the new numeric field. This number automatically appears in this field when a new case is created. Look-up Field Creates a drop down box Click Add Field to create a new text field This text automatically appears in the field when a new case is created. Click Add Field to create a new date field This date automatically appears in this field when a new case is created. Adding Values to a Look-up Field The drop down box will appear blank until values have been added. Click Add Field to create a new look-up field This value automatically appears in this field when a new case is created. Click the Values button and a new window will open. Type a new value and click Add. You can edit the values by clicking the Edit button or delete them by using the X. Page 19

In the new window enter the changes and press the Save button or press the Delete button.

20 Editing and Deleting Fields Click the Edit/Delete button in the row of the field you would like to change. A new window will open. In the new window enter the changes and press the Save button or press the Delete button. Reordering Fields The farthest right column displays blue arrows. These control the order of the rows. To move the field up one position, click the left arrow. To move the field down one position, click the right arrow. Page 20

Building a Report In the Reports tab, click Build on the report type of your choice. To run a saved report, click Run on any of your saved reports.

21 Creating Reports Reports are used to organize fleet data into useful groups that can be printed out and shared. This section will cover how to create and save report criteria for later use, and how to export a report into a Microsoft Excel or PDF file. Building a Report In the Reports tab, click Build on the report type of your choice. To run a saved report, click Run on any of your saved reports. Designing a Report 3. To choose the report fields you would like to have show in the report, click the + next to the field(s) you want. 4. Click Run once you have selected all the desired fields. Page 21

22 Selecting Report Criteria 5. On this screen, you can pick which work orders you want to run the report on. Selecting a date is required, and you have the option to use a saved search to further narrow your results. When you ve selected the criteria, click the Run button. Exporting a Report 5. At the top of the report window, chose either Excel or PDF in the select a format drop down box. 6. When you select a format, the Export button will turn blue, and allow you to click on it. Page 22

Explanation of the Report Interface The Details button allows you to add detailed work order information to the report. The Save button saves the changes made to the report.

23 Explanation of the Report Interface The Details button allows you to add detailed work order information to the report. The Save button saves the changes made to the report. The Group By button customizes the way the information is organized. The Style button customizes the color, font, and font size. The Calculate button allows calculations to be included. The Refresh button refreshes the report, and removes any unsaved changes. The Run button opens a window to choose report criteria and then creates the report. You can enter a new name for the Report. Press Add to include a sort on the entries within each field. You can control the order of the fields by using these arrows, or removing the field by using the X button. These are the different fields you can add to the report. Page 23

24 Customizing Text Size and Interface Colors Fleet Management s color scheme and text size can be customized to fit your personal preferences. Getting back to the Homepage In the upper right corner of the screen you will find the drop down menu that displays the name of the application you are currently using. Underneath this drop down box, click Home. Changing the Color/Text From the homepage, click the Preferences button at the top left of the page. 3. Select your preferred color scheme, and text size, then click Save Changes. You can also update your time zone from this screen. Page 24

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